Human Resource Information System (HRIS)

Meaning and Definition of HRIS

According to Walker__” HRIS is a systematic procedure for collecting,storing,maintaining and retrieving and validating data needed by an organization about its human resources,personnel activities and organization unit characteristics”.

According to Boyett__” The main intent of human resource information system is to keep an accurate,complete,updated database that cab be used when needed for reports,record-keeping and automating routines and tasks such as application tracking”.

Objectives of HRIS

  1. To enhance the ability of the human resource management to leverage and absorb new and emerging opportunities and challenges in the business horizons.
  2. To ensure efficient collecting,storage and distribution of HR related information in a paperless work environment.
  3. To create an HR information hub for the whole organization, this facilitates effective people-to-people and people-to-information contracts.
  4. To maximise the accuracy,reliability and validity of workforce records, and eliminate the cost and wastages associated with the manual maintenance of HR records.
  5. To provide support for future planning and also for policy formulations,  both at macro and micro level. At enterprise or micro level, HRIS forms the basis for HRM and more particularly HRP.
  6. To facilitate monitoring of human resources demand and supply imbalances and evaluation of the policy on development and utilization of human resources.
  7. To provide required inputs to enterprise-wide strategic decision,like redundancy,rightsizing,competency profiling,change of technology,etc.

Need of HRIS

  1. Clerical work involved is quite labour-intensive and costly.
  2. More susceptible to error.
  3. Disorganised arrangement of information.
  4. Manual analysis of data is time-consuming.
  5. Maintaining manual records is difficult.

Components of HRIS

Input: The inputs of the system normally consists of employee information,company policies and procedures and other personnel-related information that is entered into the system in order to be used. This function provides the capabilities needed to get the human resource information into HRIS.

Transformation:  The transformation portion of the system is associated with the actual computer. It usually includes software or written instructions that tell the computer what to do, how to do it and when to do it. This function is responsible for the actual updating of the data stored in the storage devices.

Output: The output of the system is the actual use of the newly processed material. For Ex: This could initial the production of a report regarding the age and gender distribution of employees with in the company. This function of an HRIS is the most familiar one because the majority of HRIS users are not involved with collecting,editing/validating and updating data. But they are concerned with the information and reports producing by the system.